This Position Is No Longer Available
  1. Overview
  2. Duties
  3. Qualifications & Evaluations
  4. Benefits & Other Info
  5. How to Apply

Job Title:Medical Records Technician (ROI Clerk)

Department:Department Of Veterans Affairs

Agency:Veterans Affairs, Veterans Health Administration

Job Announcement Number:VASNHCS-KK-MP-13-782469-45

This position is closed and no longer accepting online applications through USAJOBS.

The contents of the announcement can still be viewed.

SALARY RANGE:

$31,315.00 to $50,431.00 / Per Year

OPEN PERIOD:

Tuesday, November 06, 2012 to Monday, November 26, 2012

SERIES & GRADE:

GS-0675-00

POSITION INFORMATION:

Full Time - Permanent

DUTY LOCATIONS:

1 vacancy in the following location:
Reno, NV United StatesView Map

WHO MAY APPLY:

United States Citizens

JOB SUMMARY:

Vacancy Identification Number (VIN): 782469

VA Sierra Nevada Health Care System

To fulfill President Lincoln's promise – "To care for him who shall have borne the battle, and for his widow, and his orphan" – by serving and honoring the men and women who are America's Veterans. 

 YOU CAN MAKE A DIFFERENCE

How would you like to become a part of a team providing compassionate care to Veterans?

As a VA professional, your opportunities are endless. With many openings in the multiple functions of VA, you will have a wide range of opportunities at your fingertips. Not only is it the largest, most technologically advanced integrated health care system in the nation, but we also provide many other services to Veterans through the Benefits Administration and National Cemeteries.

For more information on the Department of Veterans Affairs, go to http://www.vacareers.va.gov 

Special Employment Consideration:  VA encourages persons with disabilities to apply.

This position serves as a Medical Records Technician in the Release of Information section of the Health Information Management section (HIMS)/Medical Administration Service and is under the supervision of the Chief HIMS. Occupation involves technical work concerned with processing and maintenance of medical records. Work requires practical knowledge of human anatomy, physiology, medical terminology, and legal requirements of the medical record. Analytical ability, judgment, discretion, and a high degree of tact and negotiating ability are required on a daily basis to carry out the functions of the position. Apply comprehensive knowledge of health information technology principles, concepts, and methodology in carrying out assignments, operations, or procedures. Review, analyze, compile, maintain, and/or extract health data as necessary.

KEY REQUIREMENTS

  • U. S. Citizenship
  • Must pass pre-employment examination
  • English Language Proficiency required
  • Designated and-or Random Drug Testing required
  • Background and-or Security Investigation required
  • ALL REQUIRED DOCUMENTS - Incomplete packages will be rated INELIGIBLE

DUTIES:

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Abstracts and processes: medical release of information requests that pertain to the Privacy Act, the Freedom of Information Act, and Health Insurance Portability and Accountability Act; requests for information from patient's medical records for release to appropriate facility, agency, or physician. Processes Medical-Legal releases of information to attorneys and courts pertaining to Tort Feasor (Third Party Liability), Workers' Compensation, Labor and Industries, and subpoenas. Screens and follows through on all incoming telephone calls from attorneys and insurance representatives, regarding legal cases and requests under the Privacy Act, referring only problem cases to the Supervisor. Reviews and analyzes written and telephone requests to ascertain type of case to be developed. Develops and prepares cases for release to Regional Counsel and other appropriate parties. When necessary, makes contacts of attorneys, to obtain and provide information. Reviews paper and computerized medical records (e.g., scanned notes, reports, special tests, etc.) to identify material to be photocopied/printed/written to electronic media and released. Reviews information to be released for completeness, signatures, etc., by reading material and checking request for release of information, ensuring that information being released is limited to material requested and conforms to VA directives and policies. Abstracts information from the medical record, and makes referral to the proper clinician for disclosure approval. Reviews information that has been abstracted and photocopied, printed, or written to electronic media for completeness, signatures, etc., by reading material and checking request for information to ensure that material being released is limited to what has been requested, thereby ensuring no violation of patient's authorization. Completes and processes routine releases of information to other VA and Federal Agencies and, when requested, to patients and their families, insurance representatives, physicians, hospitals, and city and state health agencies according to VA directives. Processing must be accomplished within established time standards. Accurately enters all requests into the Document Storage System Release of Information (DSS ROJ) software with necessary information for each request for medical information. In responding to subpoena, individual and insurance company requests, collects money, legal and processing fees; then completes transactions properly depositing monies and fees collected from the release of information.

Alphabetically maintains files for all Privacy Act requests and subpoena cases being developed, processed, or completed. Processes Social Security requests for medical information using DSS ROI software. Downloads VistA Imaging documents and DSS ROI documents into a secured Drive. Accesses the secured Social Security Web page and uploads the documents to the Web site. Transfers the confirmation codes to the DSS ROI package and closes the requests in both the DSS and Social Security packages. Composes and types all forms of correspondence to insurance companies, Veterans, health care facilities, and other requesters. Interviews Veterans and insurance agents requesting information for Third Party Liability, Workers' Compensation, and Privacy Act cases, for referral to Medical Cost Recovery and/or the Regional Counsel's Office. The duties in this position are primarily advisory and technical in nature. Ability to communicate with individuals or groups who may be uncooperative, fearful, or skeptical, in order to obtain the desired effect, such as gaining compliance with established policies and regulations by persuasion or negotiation, or gaining information by establishing rapport. Incumbent is responsible for evaluating the adequacy of each completed authorization form. Screens each request for information to determine urgency and assures that most urgent requests are completed first using established priority systems. Personally greets Veterans /visitors, and assists them in determining the exact nature of their request and whether the information requested can be released.  Serves as the alternate Privacy Officer as required.


Work Schedule: Full-Time, 40 hours per week
This position is covered by the bargaining unit.
Relocation/Recruitment incentive has not been approved for this position.


QUALIFICATIONS REQUIRED:

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BASIC REQUIREMENTS:  

  • U.S. citizenship
  • Physical Standards - Applicants must meet physical standards for the position. A physical examination prior to placement is required.
  • English Language Proficiency - Individuals appointed to direct patient care positions must be proficient in spoken and written English as required by 38 U.S.C. 7402(d) and 7407(d).
  • Education
  • Licensure/Certification/Registration
  • Specialized Experience (as defined below)

GRADE DETERMINATIONS:

Experience and Education:

(1)  Experience.  Two years of experience that demonstrates the applicant’s ability to perform the work, or provides familiarity with the work.  Six months of the required 2 years of experience must have provided the knowledge, skills, abilities, and other characteristics (KSAs) needed to perform MRT work.

 OR,

 (2)  Education.  Successful completion of an associate’s degree with a major field of study in medical record technology/health information technology which was accredited by the American Health Information Management Association (AHIMA) at the time the program was completed.

 OR,

(3)  Experience/Education Combination.  Equivalent combinations of experience and education are qualifying.  The following educational/training substitutions are appropriate in this provision for combining education and experience.

Successful completion of an associate’s degree in a field of study other than medical records/health information will substitute for 18 months of the required experience.

Successful completion of a course for medical technicians, hospital corpsmen, medical service specialists, or hospital training, obtained in a training program given by the Armed Forces or the U.S. Maritime Service under close medical and professional supervision, may be substituted on a month-for-month basis for up to 1 year of experience.

Successful completion of a post-high school course of study in medical record technology, which includes courses in anatomy, physiology, and medical record techniques and procedures, may substitute on a month-for-month basis for up to 1 year of experience.

Successful completion of post-high school courses for medical administrative personnel, obtained in a closely supervised training program given by the Armed Forces, may be substituted for experience on a month-for-month basis for up to 6 months provided the training program included courses in anatomy, physiology, and medical record techniques and procedures.

Physical Requirements:  See VA Directive and Handbook 5019

English Language Proficiency:  MRTs must be proficient in spoken and written English in accordance with chapter 2, section D, paragraph 5a, this part.

IN DESCRIBING YOUR EXPERIENCE, PLEASE BE CLEAR AND SPECIFIC. WE MAY NOT MAKE ASSUMPTIONS REGARDING YOUR EXPERIENCE.

References:  VA Handbook 5005 available in the local Human Resources Office and OPM Group Coverage Qualification Standard for Professional and Scientific Positions at http://www.opm.gov/qualifications/standards/IORs/GS0100/0185.htm

How You Will Be Evaluated:

Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.  You may also be evaluated based upon the question responses you provide during a structured interview. In responding to structured interview questions you should be sure to site specific examples of experience, explain exactly what you did, and the outcome.

GS-5

Experience:  In addition to the basic requirements, at least 1 year of experience at the next lower grade level and must fully meet the KSAs at that level.  In addition, the candidate must demonstrate the following KSAs:

 OR,

Education:  Successful completion of a baccalaureate degree from an accredited college or university with a major field of study in medical record technology/health information technology or a related degree with courses related to medical record technology sufficient to evidence the core competencies identified.

Demonstrated Knowledge, Skills, and Abilities:

(1)  Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes sufficient to appropriately file, locate, and disclose health information.

 

(2)  Ability to correctly apply a practical knowledge of laws and regulations related to the confidentiality of health information and the release of information from medical records.

(3)  Knowledge of the internal organization of medical records and medical record references and procedures as appropriate to the position.

(4)  Ability to use health information software appropriate to the position, such as the electronic patient record, record tracking systems, chart deficiency systems, coding and abstracting systems, release of information systems, document scanning technology, electronic spreadsheets, transcription systems, encoder products, electronic encounter forms, database software, etc.

Assignments:  Employees at this grade level serve in developmental positions as MRTs in any of the identified specialized areas and receive guidance from more experienced staff members for more complex medical records and/or coding procedures.

GS-6

 

Experience:  One year of experience comparable to the next lower level and must fully meet the KSAs at that level. In addition, the candidate must demonstrate the following KSAs:

Demonstrated Knowledge, Skills and Abilities:

(1)  Ability to apply knowledge of medical terminology, human anatomy/pathophysiology, and disease processes to fully understand the content of a patient record.

(2)  Ability to navigate efficiently through the paper and electronic medical record to find needed information.

 

(3)  Skill in interpreting and adapting health information guidelines that are not completely applicable to the work or have gaps in specificity and ability to use judgment in completing assignments with incomplete or inadequate guidelines.

(4)  If assigned to medical record analysis, ability to judge whether medical records contain sufficient information for regulatory requirements; are acceptable as legal documents; are adequate for continuity of patient care; and support education and research needs.  This includes the ability to take appropriate actions if medical record contents are not adequate; accurate, timely, and/or reliable.

 

(5)  Ability to apply laws and regulations on the confidentiality of health information (e.g., Privacy Act, Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA)

(6)  If assigned to a tumor registry position, ability to apply guidelines and standards for the maintenance of an approved tumor registry; and

 

(7) If assigned to a medical coding position, comprehensive knowledge of classification systems, such as current versions of International Classification of Diseases (ICD), Current Procedural Technology (CPT), the Systematized Nomenclature of Medicine (SNOMED) or Healthcare Common Procedure Coding System (HCPCS), and skill in applying coding knowledge.

 

GS-7

Experience:  One year of experience comparable to the next lower grade level and must fully meet the KSAs at that level including those for tumor registry or coder assignments if applicable.  In addition, the candidate must demonstrate the following KSAs:

Assignments:  Employees at this level will be assigned to a specific area of medical record/health information (tumor registry, medical coding, or medical records).  They may be in lead or supervisory positions, as appropriate to the assignment.  Core competencies are described for each type of assignment as follows.

Demonstrated Knowledge, Skills and Abilities:

      (1)  In-depth knowledge of professional registry practices.

      (2)  In-depth knowledge of fundamental tumor registry operations.

(3)  Ability to analyze data using comparative statistical methods and present the data in graphic format.

      (4)  Experience in meeting the standards of external approving bodies.

(5)  Ability to communicate with, and advise, clinical staff about registry operations, statistical reports, and the standards of approving bodies; and

(6)  Ability to manage priorities and coordinate work in order to complete duties at the assigned grade level in an accurate and timely fashion; ability to follow-up on pending issues; and

References: VA Handbook 5005 http://www.va.gov/ohrm/joblistings/VAQualStds.doc


APPLICANTS PLEASE NOTE:  Education must be accredited by an accrediting institution recognized by the U.S. Department of Education in order for it to be credited towards qualifications (particularly positions with a positive education requirement.)  Therefore, applicants must report only attendance and/or degrees from schools accredited by accrediting institutions recognized by the U.S. Department of Education.  Applicants can verify accreditation at the following website: http://www.ed.gov/admins/finaid/accred/index.html All education claimed by applicants will be verified by the appointing agency accordingly.  If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education.

Veterans' Preference:

When applying for Federal Jobs, eligible Veterans should claim preference on their application or résumé. Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must complete an SF 15, Application for 10-Point Veteran Preference. Veterans who are still in the service may be granted tentative preference on the basis of information contained in their applications, but they must produce a DD Form 214 or other proof prior to appointment to document entitlement to preference.  For more information on Veterans' Preference, please visit http://www.fedshirevets.gov/job/veterans.aspx.

HOW YOU WILL BE EVALUATED:

Your application, résumé and/or supporting documentation will be verified. Please follow all instructions carefully. Errors or omissions may affect consideration for employment.   You may also be evaluated based upon the question responses you provide during a structured interview. In responding to structured interview questions you should be sure to cite specific examples of experience, explain exactly what you did, and the outcome.


BENEFITS:

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Working for the Department of Veterans Affairs offers a comprehensive benefits package that includes, in part, paid vacation, sick leave, holidays, life insurance, health benefits, thrift savings plan, and participation in the Federal Employees Retirement System. In addition to traditional "dollars and cents" benefits, we offer a range of benefits to help balance work and life.  For more information please visit us at http://www.va.gov/JOBS/Job_Benefits/benefits.asp

This job opportunity announcement may be used to fill additional vacancies.



OTHER INFORMATION:

This position is in the Excepted Service and does not confer competitive status. 

Receiving Service Credit for Earning Annual (Vacation) Leave:  Federal Employees earn annual leave at a rate (4, 6 or 8 hours per pay period) which is based on the number of years they have served as a Federal employee.   VA may offer newly-appointed Federal employees credit for their job-related non-federal experience or active duty uniformed military service.  This credited service can be used in determining the rate at which they earn annual leave.



HOW TO APPLY:

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Please refer to the complete "How to Apply" section in the job announcement to ensure you submit all Required Documents.  INCOMPLETE APPLICATION PACKAGES WILL BE RATED INELIGIBLE.

To begin the process, click the Apply Online button at the right side of this screen to create an account or log in to your existing USAJOBS account. Follow the prompts to complete the occupational questionnaire. Please ensure you click the Submit My Answers button at the end of the process.

YOU MUST INCLUDE VA FORM 10-2850c IN YOUR APPLICATION PACKAGE TO BE CONSIDERED FOR THIS VACANCY.   You may upload the completed form to your USAJOBS or Application Manager account if you apply online.  Then you can use the uploaded form again and again when applying for future vacancies.  Please see this guide: http://www4.va.gov/OHRM/joblistings/uploading-and-using-documents-online.doc for more information on uploading and re-using the form in your applications.  Other required forms and documents can also be saved in your account and used the same way.  Applicants are urged to apply online; this process is much easier and faster.

Note: To return to a previously Saved or Incomplete application, just reapply through your account in USAJOBS.  Check your account (https://my.usajobs.gov/Account/Login) to see the status of your application after applying, including any messages that may have been sent to you.

If you cannot apply online:

  1. Click the following link to view and print the occupational questionnaire: View Occupational Questionnaire.
  2. Print this 1203FX form to provide your response to the occupational questionnaire: http://www.opm.gov./forms/pdf_fill/OPM1203fx.pdf.
  3. Fax the completed 1203FX form along with all supporting documents to (478)757-3144.  Your 1203FX form must be placed on top of all materials being faxed and will serve as a cover page for your fax transmission.
  4. Keep a copy of your fax receipt in case verification is needed.

To fax supporting documents you are unable to upload:

  1. Complete this cover page  http://staffing.opm.gov/pdf/usascover.pdf using the following Vacancy ID: 782469.  You must use this fax cover sheet in order for your documents to be matched with your online application.
  2. Fax your documents to (478)757-3144.

The complete Application Package must be submitted by 11:59 PM (EST) on Monday, November 26, 2012.



REQUIRED DOCUMENTS:

You must provide a complete application package. The following documents are required:
1.
 VA Form 10-2850c - Application for Associated Health Occupations - signature required on pages 3 and 4 - Available at http://www.va.gov/vaforms/medical/pdf/vha-10-2850c-fill.pdf

2. CV/Resume - Cannot be used in lieu of the required VA Form 10-2850c

3. Occupational QuestionnaireView Occupational Questionnaire

4. Form OF-306 - Declaration for Federal Employment - signature required on line 17a - Available at http://www.opm.gov/forms/pdf_fill/of0306.pdf

5. If prior military service, include all copies of your DD 214(s). Applicants claiming preference based on service-connected disability, or based on being the spouse or mother of a disabled or deceased Veteran, must also provide supporting documentation and submit an SF-15, Application for 10-Point Veteran Preference - Available at http://www.opm.gov/forms/pdf_fill/SF15.pdf

6. If currently employed in the Federal system, include latest SF-50, Notification of Personnel Action

The following documents are not required in the application package; however, if you are selected, they will be requested – you may also include them with your initial application package:

1. References - Please include at least three (3) names, addresses, and phone numbers for references - If selected, three positive references are required

2. Performance Evaluations - Two most recent performance evaluations (if available)

3. Unofficial Transcripts - Official transcripts will be required if you are selected for this position

4. If formerly employed in the Federal system, include latest SF-50, Notification of Personnel Action

Applicants CANNOT be contacted for any required documents listed above. Applicants who submit INCOMPLETE APPLICATION PACKAGES will receive a rating of INELIGIBLE. Requests for reconsideration will not be considered for applicants who fail to submit a complete application package. We cannot be held responsible for incompatible software, erroneous fax transmissions, etc.
Federal forms can be accessed on websites www.va.gov/vaforms and www.opm.gov/forms


AGENCY CONTACT INFO:

VA SNHCS HRMS STAFF
Phone: (775)829-5630
Fax: (478)757-3144
Email: V21RENSTAFFING@VA.GOV
Agency Information:
BUSINESS SERVICE
PLEASE DO NOT MAIL/E-MAIL
YOUR APPLICATION
THANK YOU, NV
00000 Fax: (478)757-3144

WHAT TO EXPECT NEXT:

After we receive your complete application package (including all required documents), your qualifications will be reviewed to determine if you meet the basic requirements of the position.  You will be notified when the determination is made.

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Job Announcement Number:

VASNHCS-KK-MP-13-782469-45

Control Number:

330785800